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SciQuest

iBuy Training Approver

Office of the Senior Associate Vice President

for Finance

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Introductions

• Introduction of Instructor

• Expectations

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Agenda• iBuy Central

– News– Suppliers– Training

• Overview of iBuy• Dashboard/User Profile• Approving a Requisition• Rejecting a Line Item• Returning a Requisition• Document Searches• Assigning a Substitute

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Agenda iBuy Central• Overview of iBuy

– What is iBuy?– Benefits– Commodities– Suppliers

• Dashboard/User Profile• Approving a Requisition• Rejecting a Line Item• Returning a Requisition• Document Searches• Assigning a Substitute

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Overview of iBuyWhat is iBuy?

iBuy is an eProcurement solution from the vendor SciQuest

What are the Benefits?– Non-EAS users able to shop– One-stop shopping experience– Reduced procurement timeline– Consolidated supplier base and vendor pricing

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Commodities• Maintenance, Repair, and Operation items (MRO) • Office Supplies• Office Furniture • Lab Supplies• Scientific Supplies• Computer Supplies• Computer Hardware• Catering

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SuppliersPurchasing Showcase – GW’s Preferred Suppliers

iBuy’s numerous suppliers were selected because GW does frequent business with them. A complete list is available at iBuyCentral. (http://ibuycentral.gwu.edu)

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Agenda iBuy Central Overview of iBuy• Dashboard/User Profile

• iBuy Login• iBuy Dashboard• User Profile– Review Contact Info

• Approving a Requisition• Rejecting• Returning a Requisition• Document Searches• Assigning a Substitute

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iBuy Login

Your lowercase NetID and password are the same used to access Colonial Mail

If you can not remember your password please visit the password reset page

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iBuy Dashboard

Purchasing Showcase Suppliers – These are the university’s preferred

suppliersOrganization Message – this area is used for

communication, quick links, etc…

Action Items - This is where to find pending and approved carts

Text Font Size – This feature will toggle font sizes from small to large for the

entire application

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User ProfileThe first time you log in you will need to do the following:

– Review Your Contact Information• This information is driven from Banner. It may take 24 hours

for this information to refresh in iBuy after corrected.

– Set a default Shipping Address– Set up Cart Assignees

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User Profile (Cont’d)Click on Profile

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User Profile (Cont’d)

Verify the information listed

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Agenda iBuy Central Overview of iBuy Dashboard/User Profile• Approving a Requisition• Rejecting• Returning a Requisition• Document Searches• Assigning a Substitute

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Approving a Requisition• iBuy will not automatically route to the next approver in

the workflow hierarchy after four days.• iBuy will not automatically reject requisitions after a

certain number of days.• You are not able to approve a requisition from email, you

will need to log into iBuy to approve.

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Approving a Requisition (cont’d)

Click on View Approvals

Note: If you do not have anything to approve you will not see the

View Approvals

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Approving a Requisition (cont’d)

Click on Requisition under Unassigned Approvals

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Approving a Requisition (cont’d)

Find the Requisition you need to approve

Click Assign or the check box

Click Go

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Approving a Requisition (cont’d)

Click on the PR#

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Approving a Requisition (cont’d)

Note: You can edit the requisition, but most changes are not sent back to the Requestor.

Review all required information

If you need to make any changes you can select the edit button

next to the section

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Approving a Requisition (cont’d)

Once you have made any changes click on the Available Actions Dropdown box and

select Approve Complete

Click Go

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Approving a Requisition (cont’d)

Once approved the requisition will no longer be in your

Assigned Requisitions

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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition• Rejecting

• a line item• an entire order

• Returning a Requisition• Document Searches• Assigning a Substitute

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Rejecting a Line Item

Click on Requisition under Unassigned Approvals

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Rejecting a Line Item (cont’d)

Find the Requisition you need to reject Click Assign or the

Checkbox

Click Go

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Rejecting a Line Item (cont’d)

Click on the PR#

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Rejecting a Line Item (cont’d)

Note: You can edit the requisition, but most changes are not sent back to the Requestor. However you can add a comment.

Review all required information

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Rejecting a Line Item (cont’d)

Click on Available Actions Dropdown Box

and select Add Comments Click Go

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Rejecting a Line Item (cont’d)

Select who you would

like the comment to

go toAdd your comment

Click Add Comment

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Rejecting a Line Item (cont’d)

Click on Document

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Rejecting a Line Item (cont’d)

Review your comment

Click on Requisition

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Rejecting a Line Item (cont’d)

Scroll down to see the line

item details

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Rejecting a Line Item (cont’d)

Find the line item (s) you would like to

reject

Click on the checkbox next to the

item(s)

Click Go

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Rejecting a Line Item (cont’d)

Enter the reason you are rejecting the

item(s)

Click on Reject Line Item

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Rejecting a Line Item (cont’d)

Click on Go to Approve/Complete

Note: In this scenarios we

rejected line item 1 and the rest of the

line items were approved.

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Rejecting an entire order

Click on GoSelect Reject Requisition

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Rejecting an entire order

Click on Reject Requisition

Enter the reason you are rejecting the

order

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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting• Returning a Requisition• Document Searches• Assigning a Substitute

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Returning a requisition

Click on Requisition under Unassigned Approvals

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Returning a requisition

Find the Requisition you need to return Click Assign or the

Checkbox

Click Go

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Returning a requisition

Click on the PR#

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Returning a requisition

From the drop down, choose Return to

Requisitioner

Click on Go

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Returning a requisition

Click on Return to Requisitioner

Provide a reason for the return

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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting Returning a Requisition• Document Searches• Assigning a Substitute

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Document Searches in iBuy• You Can:

– Easily find all documents you own or have approved– Find all related documents with one search– Quickly refine searches– Save, Execute, and export saved queries– Schedule repeating reports

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Document Search – Find all documents

Click on document search

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Document Search – Find all documents

Click on my requisitions

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Document Search – Refine search

Use the Refine Search Results to

narrow the range of results

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Document Search – Refine search

Review results. Click a requisition

number to open the document or the

quickview icon for a summary

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Document Search - Saved queries

To save these search terms for

later use, click save search

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Document Search – Saved queries

Provide a name for this search. You can also add a description by

clicking the blue link.

Click Save

Choose the folder to add the query. You can add a new folder to your personal list to better sort

multiple saved searches.

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Document Search – Scheduling

If this search is based one of the dynamic date rangers (e.g.

previous week) it can be scheduled for a recurring export.

Click this box to create the schedule.

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Document Search – Scheduling

Select the Export Type. The interval will default based on the

limits of the search.

Click Save

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Document Search – Scheduling

A confirmation will display confirming your schedule.

Click the link to view your saved exports.

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Document Search – Recurring exports

A listing of scheduled exports will appear. To remove, click delete to

the right of the saved query.

To view downloaded exports, click the tab to the left of Recurring

Exports.

To view saved searches or to return to the main search screen,

click the blue tabs.

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Document Search – Recurring exports

On the saved searches tab you can review and manage all

previously saved searches. To add a shortcut on the main search

screen, click the Add Shortcut button.

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Document Search – Recurring exports

You can now instantly review the same search just by clicking on

the name. You can also one-click the search by using the link to the

right of each shortcut.

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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting Returning a Requisition Document Searches• Assigning a Substitute

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Assigning A Substitute

• If you will not be able to perform approvals for an extended period of time, please follow the process for substitutions in EAS. These will carry over to iBuy the next day.

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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting a Line Item Returning a Requisition Document Searches Assigning a Substitute

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iBuy Central

(http://ibuycentral.gwu.edu)

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6-4477

8:30 AM – 5PM Standard Business

Days

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HelpFor any inquiries please submit a HelpDesk ticket. Please

use the category of iBuy. https://my.gwu.edu/login/?tourl=/mod/helpdesk/

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Any Questions?